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Service Experts · 1 month ago

Admin Support

C034 South Florida

Full-time

Onsite

Entry Level

1+ years exp

Service Experts Heating & Air Conditioning is a company committed to providing excellent service and professional growth opportunities for its employees. The Administrative Support role involves providing general administrative and clerical support, ensuring efficient operations and timely completion of various tasks under general supervision.

ConstructionConsumer GoodsHeating Ventilation and Air Conditioning (HVAC)ResidentialSolar

Responsibilities

Answers telephone and assists call or routes call to appropriate person. Sorts and opens mails, orders office supplies, and maintains files

Disburses cash from Petty Cash Fund, collects receipts and other required documentation for use of petty cash, reconciles cash expenditures to balance fund monthly, and submits required documentation to Accounts Payable for replenishment of fund

Removes payments and documents from Lock Bock, enters required information in cash log, completes deposit slip and deposits funds in bank, and faxes/emails deposit information and receipt to designated person

As requested or from approved list, enters required information into designated system in order to create Purchase Orders. Obtains management approval of purchase order and routes/retains purchasing documentation in accordance with standardized procedures

Maintains spreadsheet record of usage of consigned inventory; creates purchase orders in designated system as inventory is used; reconciles available consigned inventory to usage spreadsheet, and reconciles invoices to purchase orders for consigned inventory

Processes extended warranty claims in accordance with established procedures and processes to include reviewing individual product warranty information in order to complete appropriate vendor’s warranty documents. Completes Returned Goods Authorization forms and log and tracks payments/credits from vendor

Reviews timesheets for completeness, correctness, and required approvals prior to faxing to appropriate corporate personnel for entry into time-keeping system. Calculates piece rate payments due in accordance with piece-rate program and gathers data relating to spiffs payments due in order to complete spreadsheet for routing for entry by corporate personnel

Responsible for timely and accurate completion of billing activities and related reports. Ensures that all billing inquiries are researched and resolved quickly using approved training techniques

Responsible for timely and accurate completion of accounts receivable activities including, but not limited to, printing invoices and mailing to customers, calling on accounts with balance owed, collecting cash/check/credit card payments and deposits made timely, and related reports

Responsible for membership activities including filing agreements, calling on customers to schedule visits, generating monthly reports, and handling the Ad Builder website

Responsible for timely closing of center tickets and job ensuring accuracy of all information

Gathers required information and documentation in order to complete Employee Action Notice using the Exponent HR System. Emails/faxes new-hire documentation and other required forms and documents to payroll or designee

Generates various systems reports in order to document updated status of activities and complete required fiscal close forms for month, quarter, and year-end close. May be required to calculate estimated values for wages due, pending invoices, or other items

Follows SOX procedures to ensure all required files and documents are in place and correct

Represents the company professionally, honestly, and ethically in all business matters and activities

Performs similar/other duties as needed or assigned

Regular, reliable attendance

Qualification

Microsoft WordMicrosoft ExcelMicrosoft OutlookCustomer serviceClerical skillsMultitaskingAttention to detailCommunication skillsTeamworkConfidentiality

Required

High school diploma or equivalent with 1 year experience in general clerical or accounting clerk

Knowledge of generally accepted administrative practices and procedures

Ability to learn and follow company process and procedures, including the fundamentals of human resource related record keeping and record retention

Ability to maintain confidentiality of human resource and other sensitive data

Ability to work well under pressure

Ability to meet deadlines consistently with high levels of attention to detail

Capable of dealing with stressful situations and unhappy customers

Ability to learn and follow company process and procedures

Ability to multitask in a busy work environment and to organize and manage multiple priorities

Excellent customer-service, verbal and written communication, and interpersonal skills

Experience or training the use of computers and related systems in an administrative office environment

Working knowledge of Microsoft Word, Excel and Outlook software applications

Effective communication skills to communicate with customer and to resolve customer issues, complaints, or concerns

Ability to communicate with co-workers and customers in a pleasant, business-like, and customer focused manner. Ability to communicate with a diverse customer population

Ability to work effectively in both a team and an independent environment